A quick check-in on your portfolio and goals

• To start, how many active leases does your team manage today? Options: Fewer than 50, 50-100, 101-250, 251-500, More than 500
• Which property types make up the bulk of that portfolio, office, retail, industrial, or a mix? Options: Primarily office, Primarily retail, Primarily industrial/warehouse, Mixed portfolio, Other
• Who on your team owns lease data and who makes renewal decisions?
• Describe the last time your audit or accounting team flagged a lease-related issue, and how it unfolded.
• Is there a target timeframe for reducing missed deadlines or improving audit readiness, for example within 3 months or 6 months? Options: Within 4 weeks, Within 3 months, Within 6 months, Within 12 months, No firm timeframe
• Would focusing on a single metric, reducing missed deadlines, improving abstraction accuracy, or completing document collection, accelerate an executive decision to change tools? Options: Reduce missed deadlines, Improve abstraction accuracy, Complete document collection, Pricing or budget, No single metric would change the decision

When a deadline slips, who pays the price

• Tell me about the most recent renewal or option window that was missed, what caused it, and the real-world consequence.
• How often do missed critical dates occur across your portfolio, monthly, quarterly, annually, or rarely? Options: Multiple times per month, Monthly, Quarterly, A few times a year, Rarely or never
• On average, what financial impact does a preventable miss create, including penalties, unclaimed savings, or overpayments?
• Which stakeholder in your organization typically bears the fallout, real estate, operations, finance, or legal? Options: Real estate/Property team, Operations, Finance/Accounting, Legal/Compliance, Shared across teams
• If another missed deadline happened during the next quarter, what consequence would force leadership to change tools or process immediately?

Can your current files answer the accounting team in an audit?

• Imagine the auditor asks for start dates and rent schedules for 30 leases, how confident are you that your records are complete and accurate? Options: Very confident, Mostly confident, Some gaps, Significant gaps, Unknown
• Walk through how you currently abstract lease terms from documents into your tracker, including any professional abstraction steps.
• Do you have a standard abstraction template or key-field list that your team or vendors follow? Options: Yes, internal template, Yes, vendor-provided template, Partial list exists, No standard template
• Approximately how many of your leases lack a signed agreement or have amendments scattered in email or local drives? Options: None, Fewer than 10%, 10-25%, 26-50%, More than 50%
• What would have to be true about your lease files for us to run a pilot that proves abstraction accuracy within 2 weeks?

Who is kept awake when rent calculations don't match the ledger

• Who is typically responsible for sign-off when rent liabilities are posted to the general ledger, and where do handoffs fail?
• How does your team handle complex clauses, step-ups, caps, and CPI escalations when calculating rent? Options: Manual spreadsheet calculations, Internal rules engine, Vendor abstraction with manual review, Not handled consistently, Other
• Describe the integration touch points that must exist between lease data and your accounting system to avoid reconciliation gaps.
• Do you maintain mapping from lease charge types to your chart of accounts today? Options: Complete mapping exists, Partial mapping, Mapping under development, No mapping today
• If IT will not provide the necessary API access, would the project stop or could a manual interim approach keep momentum? Options: Stop the project, Proceed with manual interim, Delay until access available, Unsure

The options you're weighing right now

• Why would you stay with your current system or spreadsheets instead of switching to an external lease platform?
• List the alternatives you are evaluating, including your incumbent, a custom in-house solution, or other vendors.
• Select the reasons that would keep you on your current approach Options: Low upfront cost, Data gaps make migration risky, Executive resistance to change, Internal team capacity, Contractual or vendor lock-in, Other
• Has anyone proposed a do-it-yourself route to solve abstraction and integrations, and who would own that work? Options: Yes, internal IT/Real Estate team proposed, Yes, finance proposed, No one has proposed DIY, Other
• What condition, if met by your current approach, would cause you to stop evaluating alternatives and close the project?

Can your environment meet the technical and people requirements?

• Assuming our team needs API credentials and a named access owner in your IT group, how quickly could those be provided? Options: Within 1 week, Within 2-4 weeks, Within 6-8 weeks, Longer than 8 weeks, Not available
• Identify the owners for your ERP, document repository, and lease accounting feed, and whether they can commit time during implementation.
• Rate the current state of your lease documents, fully centralized, scattered but indexed, or dispersed and unmanaged. Options: Fully centralized and accessible, Scattered but indexed, Dispersed and unindexed, Significant gaps and unknowns
• Will you provide internal staff dedicated to validation, or rely on a third-party abstraction team? Options: Dedicated internal staff, Third-party abstraction team, Hybrid approach, Undecided
• List the regulatory approvals or legal reviews that might gate data transfer or integration work.
• Should you be unable to produce a majority of lease files within 30 days, would that stop the project or just extend the timeline? Options: Stop the project, Extend the timeline, Shift to phased approach, Unsure

What counts as success and who signs off

• Assuming the pilot proves accurate abstraction and dependable alerts, which decision or approval would unlock an immediate purchase? Options: CFO cost approval, Head of Real Estate sign-off, Procurement contract approval, Legal terms agreed, Multiple approvals needed
• Name the KPIs or threshold targets you will use to measure audit readiness and missed-deadline elimination during the pilot.
• Identify the internal approvers who must sign off on pricing, legal terms, and data access to move to deployment.
• Would a fixed per-lease implementation fee with a known monthly per-lease price make budgeting easier or do you need a different commercial structure? Options: Fixed per-lease fee is fine, Prefer milestone-based fees, Prefer subscription only, Need custom commercial structure
• Choose the timeline you need between pilot completion and production cutover: 4 weeks, 8 weeks, 12 weeks, or longer. Options: 4 weeks, 8 weeks, 12 weeks, More than 12 weeks
• Should the pilot miss the agreed accuracy target, will you proceed to a limited rollout or pause to remediate? Options: Proceed to limited rollout, Pause and remediate, Cancel the engagement, Decide after root cause analysis

• Solution Experience: Lease Abstraction and Accounting Integration

• Confirm the current state and its cost
• You confirm the abstraction output matches the contract terms and removes the spreadsheet reconciliation step.
• Provide 3 to 5 representative leases, including one with escalations and one with options, for the seller to run live abstraction prior to the session.
• You confirm the liability calculations match your expected amounts for the demonstrated scenario.
• Live abstraction proof on a sample lease
• Provide a sample chart-of-accounts extract and one accounting posting example to validate mapping during the session.
• Rent liability calculation using your scenario
• You agree on the specific artifacts and integration access required to complete a pilot and final accuracy report.
• Seller to run full abstraction on the provided sample leases and deliver an accuracy comparison and discrepancy list before the follow-up decision meeting.
• Accounting integration mapping with your chart of accounts
• Provide test or read-only access details for a sandbox accounting endpoint or a CSV export to validate journal mapping post-session.
• Alerting and approval workflow demo
• Document agreed acceptance criteria for abstraction accuracy and liability reconciliation to use in pilot success measurement.
• Validation checkpoint
• Agreement on remaining evidence and next steps

• Solution Experience: Lease Abstraction and Accounting Integration
• Solution Experience Deck
• Solution Brief

• meeting
• slides
• document

• Platform provisioning and tenant setup
• Lease document ingestion and OCR indexing
• Professional lease abstraction into database
• Lease data validation and spreadsheet reconciliation
• Configure alert rules and approval workflows
• Rent and escalation calculation engine setup
• Tenant, property, and lease hierarchy modeling
• Integrate with accounting and ERP systems
• Implement lease accounting reports (ASC 842 / IFRS 16)
• Migrate historical payment and invoice records
• Parallel operation and dual-entry reconciliation support
• User training and administrator enablement
• Ongoing data quality remediation and catch-up abstraction

Platform provisioning and tenant setup

• Which cloud region or data residency requirement applies to your tenant for lease data? Options: US-East, US-West, EU, APAC, Other
• How many user accounts and named administrators need initial provisioning for lease admin and finance teams? Options: 1-5, 6-20, 21-50, 50+
• Do you require single sign-on (SAML/SSO) integration for your users? Options: Yes, No
• What is the preferred naming convention for tenant objects (properties, portfolios, leases) to match your internal records?
• Who will be the primary administrator responsible for tenant setup and security approvals?
• When do you need tenant provisioning completed relative to the project kick-off date? Options: Before kick-off, Within 2 weeks of kick-off, Within 1 month

Lease document ingestion and OCR indexing

• What percentage of your leases are currently in digital PDF versus scanned paper that requires OCR? Options: 0-25% scanned, 26-50% scanned, 51-75% scanned, 76-100% scanned
• List the primary locations or repositories where lease files are stored (e.g., shared drives, property manager portals, email archives)
• Provide the expected total number of lease documents, amendments, and exhibits to ingest. Options: Less than 500, 500-2,000, 2,001-5,000, More than 5,000
• Are there protected or redacted documents that require special handling during OCR indexing? Options: Yes, No
• Confirm whether you need multi-language OCR for lease clauses (e.g., Spanish, French) and which languages.
• Specify any file-naming or folder-mapping rules you need preserved during ingestion.

Professional lease abstraction into database

• For which lease types (office, retail, warehouse, ground lease) do you require professional abstraction of clauses and key terms? Options: Office, Retail, Warehouse, Ground Lease, Other
• Identify the key lease clauses you require captured beyond standard fields (e.g., caps on escalations, sublease rights, landlord maintenance obligations).
• Which accounting standard should abstraction include calculations for: ASC 842 (US GAAP), IFRS 16, or both? Options: ASC 842, IFRS 16, Both, Not yet decided
• How will you sample or approve abstraction quality during the pilot (number of leases, representative lease types)?
• Do any leases include complex indexing or rent review language that requires clause-level notes during abstraction? Options: Yes, No
• What acceptance criteria will confirm professional abstraction is complete for the agreed sample leases?

Lease data validation and spreadsheet reconciliation

• What timeline do you expect for validating abstracted data against your existing spreadsheets and audit records? Options: 2 weeks, 4 weeks, 6+ weeks
• Which roles in your organization will own the reconciliation of critical dates, rent schedules, and security deposit balances?
• If there are discrepancies, what threshold (dollar or date variance) triggers automatic remediation versus a manual review?
• State the minimum migration completeness threshold we should meet before cutover (for example 95% of leases ingested and key fields populated). Options: 90%, 95%, 99%, Custom
• Give an example of a prior spreadsheet error or missing field that caused a compliance or payment issue so we can prioritize checks.
• Which supporting documents must be reconciled to the abstracted data (rent ledgers, invoices, renewal notices)? Options: Rent ledgers, Invoices, Renewal notices, Other

Configure alert rules and approval workflows

• Outline the critical date types that must generate alerts (renewal option windows, rent escalation effective dates, termination notice deadlines).
• Estimate how many distinct approval workflows you need (e.g., renewals approval, lease amendments, capital expenditure consent). Options: 1-2, 3-5, 6+
• Confirm whether alerts should escalate by time (e.g., 90/60/30 days) and which stakeholders receive each tier.
• Describe any multi-step approval rules required (sequential approvals, parallel approvals, veto rights) for exercising options.
• Provide the sample approver hierarchy for a typical renewal (role names, emails optional) to map workflow routing.
• Which communication channels should alerts integrate with (email, Slack, ticketing system)? Options: Email, Slack, Ticketing system, Other

Rent and escalation calculation engine setup

• How will you provide escalation rules and caps (e.g., CPI index source, percent increases, simple step increases) for rent calculations?
• Who will own verification of calculated rent liabilities for accounting sign-off?
• Which rent schedules and variance reports are required for monthly accounting close?
• What fields must be surfaced in the platform for each rent line (base rent, effective rent, gross-up factors, rent-free periods)?
• Which lease clauses require special calculation rules (percentage rent, turnover rent, CPI with floor/ceiling)?
• How many historical rent adjustments or retroactive escalations need to be migrated for accurate liability history? Options: None, 1-50, 51-200, 200+

Tenant, property, and lease hierarchy modeling

• How do you currently model portfolio hierarchy (by region, legal entity, business unit) and which should be replicated?
• Which approval thresholds should be tied to portfolio hierarchy levels (portfolio-level approvals versus property-level)?
• State your preferred naming and ID schema for tenants, properties, and leases to map to your ERP.
• Which user groups need visibility at each hierarchy level (property managers, finance, legal)? Options: Property managers, Finance, Legal, Executives
• What backup or archival retention policy applies to lease documents and abstractions? Options: 1 year, 3 years, 7 years, Custom
• Which exception types should create ownership tasks (missed critical dates, unabstracted amendments)?

Integrate with accounting and ERP systems

• Which target accounting or ERP systems will receive lease liability and rent posting data?
• How many distinct legal entities or company codes must be supported in integration mappings? Options: 1, 2-5, 6-20, 20+
• Do you require real-time posting or batched exports for rent and accrual entries? Options: Real-time, Batched exports, Both
• What is the file format or API method your accounting system prefers for imports (CSV, SFTP, REST API)? Options: CSV, SFTP, REST API, Other
• Who will provide API credentials, sandbox access, or connectivity for the ERP test environment?
• What acceptance criteria will validate successful accounting integration (e.g., test postings match general ledger, mapped COA values reconcile)?

Implement lease accounting reports (ASC 842 / IFRS 16)

• Which lease accounting disclosures are required for your auditors (right-of-use asset rollforward, lease liability rollforward, footnote schedules)?
• If there are multiple lease portfolios, should reports be delivered per legal entity, per portfolio, or both? Options: Per legal entity, Per portfolio, Both
• Provide the reporting cadence needed for each deliverable (monthly, quarterly, audit-ready annually). Options: Monthly, Quarterly, Annually, Custom
• Identify any custom disclosure fields auditors require (e.g., lease term assumptions, discount rates per portfolio).
• Which export formats do your auditors prefer for trial balance and supporting schedules (CSV, Excel, PDF)? Options: CSV, Excel, PDF, Other
• Describe the approval workflow for finalizing accounting reports before distribution to finance and auditors.

Migrate historical payment and invoice records

• Provide the sample rent payment and invoice files for a pilot reconciliation (payment ledger, vendor invoices).
• Which accounts payable or property management systems hold historical payment records to be migrated?
• How will you handle unapplied payments or disputed invoices during migration?
• Who will own validation of migrated payment history against bank statements or AP records?
• Which historical exceptions must be flagged during migration (overpayments, missed payments, unapplied credits)?
• Estimate the total number of historical payment lines to migrate for each legal entity. Options: Less than 1,000, 1,000-10,000, 10,000+

• Subscription Agreement (Order Form)
• Master Services Agreement (MSA)
• Statement of Work (SOW)
• Service Level Agreement (SLA)
• Data Processing Agreement (DPA)
• Data Access Authorization
• Change Order Agreement
• Project Acceptance & Cutover Plan
• Regulatory Compliance Addendum (conditional)

• Go‑live Health Check (weeks 1-4)
• First Measurement Review (weeks 4-10)
• Acceptance Gate and Wind‑down Confirmation (around day 90)
• Quarterly Success Review (ongoing)
• Annual Outcomes Review

• Produce a prioritized enhancement roadmap for the next quarter with estimated delivery windows and acceptance criteria.
• Publish the acceptance decision document with pass/fail outcomes and any conditional remediation items.
• Execute the incumbent decommission checklist or formalize read-only retention and archive procedures for legacy files.
• Open and assign remediation tickets for any failed acceptance criteria with target resolution dates to be reported at the next review.
• Report quarter metrics and trendlines
• Confirm the platform continues to meet or progress toward the targets recorded in the Solution Scope for abstraction accuracy and missed critical dates.
• Reduce the number of persistent open defects and agree the timing for prioritized enhancements that materially affect adoption.
• Agree a concise operating plan with measurable checkpoints to be reported at the next quarterly review.
• Reconfirm acceptance criteria and owners
• Close or reassign persistent defect tickets and report updated status in the shared tracking board before the next review.
• Run the agreed reconciliations and user adoption checks, and publish results two weeks before the next quarterly meeting.
• Yearly outcomes and trend analysis
• Validate that audit discrepancy count and manual reporting hours meet the long-term targets recorded in the Solution Scope or document required changes.
• Agree a sustainable operating model for ongoing monitoring, training cadence, and backlog governance to preserve adoption.
• Close or escalate any remaining high-impact remediation items older than 90 days with definitive resolution plans.
• Deliver a long-term monitoring and training schedule that defines responsibilities and reporting cadence for the upcoming year.
• Produce a final resolution plan for any legacy remediation items and update the shared tracking board with completion evidence.
• Run a year-end reconciliation of leases and post the summary that will serve as the baseline for next year's reviews.
• Confirm that the deployment milestones required for initial use are complete or have named remediation plans.
• Document the critical open issues and agreed resolution dates to be resolved before the first measurement meeting.
• Ensure all users who need access for validation can log in and perform their validation tasks.
• Publish the deployment validation summary and the curated list of open issues with target resolution dates.
• Complete reconciliation for any leases with missing source documents or failed abstractions and report completion status.
• Confirm training completion for validation users and remediate any access or permission gaps.
• Present first-period outcome data
• Establish whether the primary KPIs are on track toward the targets recorded in the Solution Scope or require remediation.
• Document a prioritized remediation plan with specific tasks, target dates, and a clear acceptance timeline.
• Agree the dataset and validation method that will be used at the acceptance gate for final measurement.
• Deliver a remediation plan that lists tasks to reduce missed critical dates and complete outstanding abstractions, with target dates.
• Produce a reconciliation report showing leases moved from 'incomplete' to 'validated' status and publish by the agreed date.
• Schedule any additional user training or workflow edits needed to address root causes identified in the meeting.
• Restate acceptance criteria and targets
• Produce a documented acceptance decision that records pass/fail per criterion as measured against the Solution Scope.
• Confirm the incumbent process or system is decommissioned or retained read-only and that archival or migration tasks are complete.
• Capture any remediation items with clear timelines and commit to tracking them in the ongoing review cadence.
• Persistent issues and ticket burn‑down
• Operational effectiveness and process adherence
• Present outcome data against each criterion
• Diagnose root causes for gaps
• Migration and cutover validation
• Enhancement and change requests
• Document pass or fail per criterion and acceptance decision
• Long-term improvement plan
• Agree corrective actions and timelines
• Early adoption signals and access
• Close outstanding high‑impact items
• Open defects and blockers
• Confirm readiness timeline to acceptance gate
• Short operating plan until next review
• Incumbent wind‑down and data handover
• Next steps and short-term checklist
• Agree remediation timelines for any failed criteria